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Registration of fixed part-time working hours

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Fixed part-time working hours 

Fixed part-time working hours mean that you work less than five days a week on average. Some examples of fixed part-time duties: 

  • Anna works 60% of full-time hours, evenly distributed over 3 days a week. 
  • Kurt is on a partial pension and works 80% of full-time hours, evenly distributed over 4 days a week. 
  • Martin is on 25% parental leave and works 4 days a week. 
  • Åsa is on 50% sick leave and works full-time every other week as recommended by her doctor.  

To ensure salary and allowances are correct, it is important that you have an updated schedule in Primula stating the days you are working and the days you have off. This means correct calculations will be made automatically when you are on leave, caring for a sick child and so forth.  

Once you have reached an agreement with your manager on the day/days you are off, your manager or local human resources officer should inform the National Government Service Centre (SCC) about this using their client portal. SSC then adds it to a schedule which you can view on “My pages” in Primula. SSC also needs to be informed of any changes. You report this yourself to SSC using the client portal. 

Normal hours

Standard working hours according to the flexitime agreement are eight (8) hours a day, Monday–Friday, for full-time work. On certain days such as on the eve of public holidays, the standard working hours are 2 or 4 hours shorter. Midsummer’s Eve, Christmas Eve and New Year’s Eve as well as ‘squeeze days’ (a weekday in-between two days off) are holidays and the standard working hours for these days are 0 hours. 

Every year, the University produces a table of standard working hours for the entire year which includes calculations of normal hours per day for full-time and part-time employees. However, the table is based on duties carried out over five days and therefore cannot be used by those who work fixed part-time duties. 

Normal hours for fixed part-time working hours

As schedules for fixed part-time working hours may be very different, standard working hours per day can vary. When you work fixed part-time hours, you are responsible for calculating the normal working hours for each month yourself based on how your working hours are planned (which will show in your schedule on Primula). The number of hours you have to work a month may also vary depending on where the month ends in relation to your planned working hours. 

Non-working days and reduced working hours 

Standard working hours are reduced if you are scheduled to work on a day off. Below are examples of how many hours a part-time employee who works Wednesday-Friday (three full days) should work during a week when a non-working day falls

  • on Monday or Tuesday: you work as usual (i.e. 3 days, at 8 hours = 24 hours) 
  • on Wednesday or Friday: you work two out of three days (i.e. 2 days, at 8 hours = 16 hours).
  • on Thursday: you only work one 8-hour day as Friday will also be a non-working day (a ‘squeeze day’). 

If a non-working day or shortened day falls on a day that you are not scheduled to work, your work week (employee obligation) will not be affected.

When a shortened day falls on a day that you are working, the working hours must be reduced proportionately (by an equal share) compared to full-time employees. The number of hours you were scheduled to work on a particular day determines by how many hours your working day should be reduced. However, the standard working hours can only be reduced if work is scheduled on the day in question.  

Some examples:

  • If you are scheduled to work 6 hours on a day when working hours have been reduced according to the agreement to 4 hours for full-time employees (half-day, i.e. 50 per cent of full-time hours), you should reduce your normal hours/working hours accordingly. This means that your normal hours/working hours for the day are reduced by 3 hours (50 per cent of 6 hours) and that you also work a half day. 
  • If you are scheduled to work 8 hours a day when working hours have been reduced according to the agreement to 4 hours for full-time employees, you should reduce your normal hours/working hours by 4 hours for the day in question. 
  • If you work part-time and have a day off when there are reduced working hours, your work week (employee obligation) will not be affected.

Registering flexitime for fixed part-time working hours 

If you work fixed part-time hours you should use the simple flexitime form to register your working hours. On the simple flexitime form, there are no issues with incorrect balances as it can be manually adjusted based on the days you work.

Each month, you need to calculate the normal hours for the month in question and fill in "Standard working hours for the month" on the form.

When you are using the simple flexitime form, remember:

  • If you were scheduled to work on a day which counts as a non-working day according to the flexitime agreement (Saturdays, Sundays, public holidays, Midsummer’s Eve, Christmas Eve, New Year’s Eve as well as ‘squeeze days’) you need to reduce your working hours for that particular month accordingly. No hours should be registered for that day, but you should make a note in the “Remarks” field that it is a non-working day. 
  • Holidays, illness or other absences do not reduce the standard working hours. If you are absent on a day that you were scheduled to work, you must register the number of hours that you were absent in the column "Change +/" corresponding to your regular working hours that day. Also state the reason for the absence under "Remarks". Absence must of course also be registered in Primula. For example, if you are sick on a day when you would have worked 6 hours, register 6 hours under "Change +/-" and write "Sick" under "Remarks".

Download the simple flexitime form (in Swedish) on the Staff forms and templates page

Contact

Please contact your line manager or the human resources officer within your department/faculty or equivalent.

Contact Primula support

Primula support (in Swedish)

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